Hiring Freeze Update Budget Planning and Development FAR Meeting May 24, 2017 Tammy Anthony, Senior Director Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Budget Planning and Development Hiring Freeze 2017 – FAQ HR website http://www.utsa.edu/hr/HF2017/HF2017-FAQ.html FAQ – 21 Questions/Answers Budget Planning and Development

Hiring Freeze Staff Positions Approved by HR to Post/Fill Staff positions with HR approval to post/fill using non E&G funding Your Request to Fill Form will need to indicate funding other than E&G Before you submit the Request to Fill form ensure the position funding reflects the non-E&G source in PeopleSoft or initiate a DBT HR will confirm with the Budget Office that the funding is Non-E&G prior to giving you approval to post and fill If you are not sure how to determine E&G funding see HR website for email instructions: http://www.utsa.edu/hr/HF2017/ Budget Planning and Development Office of Financial Affairs

Hiring Freeze Staff Positions Approved by HR to Post/Fill Staff positions with HR approval to post/fill where the only funding available is E&G as indicated in your Request to Fill Form Prior to submitting the Request to Fill Form Your position funding in PeopleSoft should reflect the E&G funding source Make sure there is sufficient E&G budget available for the new hire When the hiring proposal is approved, the Budget Office will take the following steps: Transfer budget from the original E&G funding source equal to the amount of the estimated salary expense through 8/31/2017 Initiate a DBT for the position using a special designated cost center Notify the hiring department that these actions have been taken Budget Planning and Development Office of Financial Affairs

Hiring Freeze Summer E&G Funded Faculty Positions (includes GRA, TA, etc.) Summer 2017 - Rehire Faculty that worked in the Spring Do Not Need a “Request to Fill” form You can continue to use E&G as the funding source If you are not sure how to determine E&G funding see HR website for email instructions: http://www.utsa.edu/hr/HF2017/ Budget Planning and Development Office of Financial Affairs

Hiring Freeze Summer E&G Funded Faculty Positions (includes GRA, TA, etc.) Summer 2017 - New Faculty that did not work in Spring Do Not need to complete a “Request to Fill” form Please ensure the E&G funding source that has been identified to fund your summer faculty hires is on your SAMS and your DBT for that position HR will notify the Budget Office when new hires are approved Budget Office will be responsible for the following: Initiate a DBT to change the funding from E&G to a special designated cost center Initiate a Budget Transfer from the identified E&G funding source Will notify the department when done Budget Planning and Development Office of Financial Affairs

Hiring Freeze/Budget Transfers Memo Dated April 17, 2017 In compliance with the intent of the Governor’s hiring freeze, budget transfers from E&G (21XX) to Non-E&G cost centers will be held by the Budget Office until further notice Exceptions will be reviewed on a case-by-case basis and you will be notified if a requested budget transfer is approved Budget Planning and Development Office of Financial Affairs

Hiring Freeze Hiring Freeze/Budget Transfers Update Email Dated April 26, 2017 Faculty Buy – Out Exceptions Exceptions will be allowed for budget transfers when the funding represents salary savings as a result of faculty buy- outs during the academic year. This faculty salary savings will be allowed to transfer to designated funds 3105 for expenditures that were agreed to as part of the buy-out. Budget Planning and Development Office of Financial Affairs

Hiring Freeze/Budget Transfers When submitting budget transfer requests from E&G (21XX) to non-E&G cost centers, please ensure you provide the detailed transfer description which: Identifies the critical need for the transfer Explains the commitment made Includes any additional information that would be helpful in determining exceptions. Budget Planning and Development Office of Financial Affairs

Hiring Freeze/Budget Transfers Please make sure the requests are approved by: Dean/Department Division/Area Financial Representative Initiator All transfer requests will be reviewed by the Associate Vice President for Financial Affairs and the Vice President for Business Affairs. Budget Planning and Development Office of Financial Affairs

Hiring Freeze Hiring Freeze/Budget Transfers Budget Transfer restrictions apply to salary savings that may have existed prior to the freeze. If a budget transfer request is approved and funds are transferred to the non-E&G cost center, standard university policy and procedures continue to apply with regards to the use of the funds. Budget Planning and Development Office of Financial Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs Budget Planning and Development

Your partner for successful solutions Thank you! Your partner for successful solutions Office of Financial Affairs